Frequently Asked Questions

closeWhat information do I need to sign up to use the account management features?
During the sign up process, you will be asked for your contact information, company address and a Xerox account number. To access the bills and payments or pricing and purchase order tools, you need to provide a customer number and either invoice number or serial number. For Meter Reads, you will need the serial number of one your metered equipment items.

closeWhat if I have more than one customer or serial number?
You only need to enter one of these numbers when you first register. Once you are in the different tools, you will see other associated customer or serial numbers. If necessary, you can specify other accounts that you need access to from within each tool.

closeCan multiple people access the same account?
Most applications allow multiple users to view the same Xerox accounts. There are two exceptions. For meter reads, only one person can report readings for a single serial number. For renewing purchase orders online, only one person can renew purchase orders for a single serial number.

closeWhat if i do not have an inquiry service request #?
Your Service Request Number (SR) was emailed to you when your inquiry was logged. If you no longer have it or did not receive an email, you can log into eCustomer by clicking here and select the "Inquiries" tab. A listing of your Inquiries will be displayed along with their status.

closeCan I view my closed invoices?
Only open invoices are available through "View or print open invoices". To obtain a copy of a closed invoice, use Contact Xerox about an invoice or payment to submit your request.

closeWhat is the policy on returns and exchanges?
Supplies ordered online can be returned or exchanged up to 60 days after the invoice date. After 60 days, supplies may be returned only if Xerox identifies a defect in product materials or workmanship. For returns, we will refund the price paid plus sales tax charged. Shipping and handling charges will not be refunded. To return or exchange a product, call Xerox at 1-888-339-7887 and request a Return Authorization Number. We cannot accept any returned supply products without a Return Authorization Number. All returned supply products must be in complete, unopened cartons and in good, saleable condition.

closeHow do I find the meter(s) on my Xerox machine?
For help in finding the location of the meters on you machine, you must first login.
You will then be taken to the Enter Meter Readings page.
Select the "How to read the Meter" link which is available in the Product Info column for each serial number.
This will open a second window with instructions for locating and reading the meters on your equipment.

close I am no longer responsible for submitting meter reads for some (or all) of my equipment. How can I transfer my equipment to the person now responsible?
Go to "Update Equipment List" and remove the appropriate equipment by checking the "remove" box and selecting "Update." On the subsequent form, select the reason "not mine" for each equipment item and enter the name, email and phone number of the new person.

We will automatically transfer the equipment to the other person if they are signed up to submit online meter readings. If the other person does not yet have an account, we will provide them with instructions on how to register and sign up for online meter readings.

close How will I know when the reads are due on my Xerox equipment?
We will send you an email notification when your reading(s) are due. Depending on the type of contract that you have, you will receive the first email prompt between the 20th and the 25th of each month. If a reading is still not received, followup email reminders will be sent beginning the 1st of the following month. Please ensure you submit a reading before the 5th of each month. Please remember that not all contracts require a meter reading each month. If you did not receive an email reminder, then your reading is not due. You can submit the reading if you'd like to, but that reading will not be used in invoicing.

Using the required Xerox Device Assistant (XDA Lite) software, XRPS will provide the ability to self-manage a Xerox fleet; simplify the connection and reporting for automated meter reads (AMR) and automatic supplies replenishment (ASR); and is further enhanced by Xerox Device Direct which enables the collection of incremental device performance information used to facilitate improved service and support of your Xerox equipment.

closeIs there any cost associated with XRPS?
No – participation in XRPS and access to the required XDA Lite software is available at no additional cost. Contact your Xerox Sales representative for details on how to start participating in XRPS.

closeWhat equipment is required?
XDA Lite may be installed on a customer’s desktop computer or server that shares the network with those printers to be monitored. Please note that XDA Lite cannot be installed on a domain controller and a user account with administrative or power-user permissions is required.

closeWhat data is transmitted to Xerox?
Generally speaking, the data transmitted includes meter values, supplies usage quantities, device fault and performance metrics. In addition, there is information with regard to the specific product type and its configuration. Acquired data does not include customer document or file content that might have been copied, printed, scanned or faxed using the Xerox equipment.

closeHow does XRPS impact my network environment?
While the collection and transmission of data required to administer XRPS leverages your network environment, the size of the payload is relatively small. For example, the typical data file transmitted to Xerox is ~50KB in size per device. The default setting for the frequency of these transmission is once a day.

If there is concern over the timing of the collection or transmission of the data, it is possible to configure the communications so they occur after business hours as long as the equipment and the PC or server hosting the XDA Lite installation is powered on.

close Can Xerox access my network if I participate in XRPS?
At no time does Xerox attempt to gain access to your network environment without your expressed permission. All communications between your equipment and Xerox is initiated from within your environment. The data that is routinely transmitted for use in administering XRPS is limited to equipment specific identifiers, configuration, usage and performance metrics. Data collected does not include customer document or file content that might have been copied, printed, scanned or faxed using the Xerox equipment.

closeIs the data used for XRPS secure?
XDA Lite is compatible with the security features built into Microsoft Windows® operating systems. It relies on a background Windows® service running under the Local System account credentials to enable proactive monitoring of printers and gathering of data. The user interface that displays the gathered data is accessible only to the power users and administrators who have login access to the Windows® system. The communication method is further secured by the use of the HTTPS protocol (with 128 bit encryption) when submitting data to Xerox. HTTPS is HTTP using a Secure Socket Layer (SSL). Data transmitted to Xerox for use in administering automated meter reads (AMR), automatic supplies replenishment (ASR) and enhanced service /support is maintained consistent with ITIL best practices and the ISO 27000 standard. Be assured that the management of data integrity, privacy and protection are aligned with the highest available industry standards.

closeWhat is Device Direct & why do I need to connect via both Device Direct and XDA Lite?
Device direct is the term used to represent the capability that is embedded in many Xerox devices which enables the data required to administer XRPS to be transmitted to Xerox. The data set transmitted via the device direct methodology compliments the data that is collected and communicated via XDA Lite by providing incremental data that enables improved service / support. Currently, in order to realize the maximum value of the XRPS offering, the data sets from both XDA lite and the device direct method are required.

closeHow does Device Direct improve the service/support experience?
The incremental data sent via the device direct connection provides diagnostic information specific to the performance of your Xerox equipment. Included are fault information, configuration details, usage metrics and connectivity status. This information is available to Xerox service & support personnel in order to provide insight into the root cause of performance issues and enable more efficient troubleshooting / repair processes. The result is that your equipment is returned to service and available for use in a more timely manner.

closeWhat if I have CentreWare Web already?
Accounts that employ CentreWare Web as a device management application may continue to use it in addition to the XDA Lite software application which enables participation in XRPS. XDA Lite is considered to be a device monitoring application while CentreWare Web provides incremental capabilities that are required to actively manage the equipment within your IT network environment.

It is important to note that, if both CentreWare Web and XDA Lite are installed in your environment, they must not be running on the same PC or server.

closeWhere do I go for support?
Support for XRPS is provided in the same manner by which you receive support for your Xerox equipment. Visit the support website at http://www.support.xerox.com or contact the Xerox Welcome Center at 1-800-821-2797 (US only).

closeWhy do I need a Xerox Full Service Maintenance Agreement?
Xerox products are designed and manufactured to deliver peak performance when properly maintained and serviced. The Xerox Full Service Maintenance Agreement (FSMA) is the most cost effective way to ensure that your Xerox equipment receives adjustments, repairs, and preventive care from Xerox-certified personnel using authorized Xerox parts.

closeIs there an advantage to buying a multi-year agreement?
Yes! Xerox Service Agreements are often discounted for multi-year agreements. Contact the Xerox Service Contracts Team at 1-866-382-4865 for more details.

closeCan I "trade-in" or upgrade my equipment while on an Xerox Full Service Maintenance Agreement?
Xerox makes it easy for you to upgrade your current equipment. Service Agreement customers are assured the best trade-in value for their existing equipment, as well as access to the latest Xerox technology and promotions. Go to the Upgrade Centre or call 1-800-ASK-XEROX. We will match your product type and usage to the best possible and most cost effective solution.

closeIf I don't have a Xerox Full Service Maintenance Agreement, how can I get service? How much does it cost?
If you do not have a Xerox Full Service Maintenance Agreement to cover your Xerox product, Xerox does provide on-site service on a "Time and Materials" basis. An estimated arrival time will be provided when the T&M service request is made. T&M service terms include:

Billing Rates: Billed at current labor rates, quoted at time of call.

Incremental charges are incurred if service is requested outside normal business hours.

closeI just received a service agreement renewal notification letter in the mail. Is this the invoice for my next contract? Will I be billed?
Xerox sends a service agreement renewal notification approximately 45 days before the renewal date of your Xerox Full Service Maintenance Agreement. The notification is not an invoice; it reminds you of the auto-renewal date of the agreement and prompts you to update your records if needed. Your agreement will automatically be renewed and requires no additional action on your part. Once the agreement is renewed, Xerox will send a separate invoice for the renewal period.

closeHow can I view my contact options and status?
To view a contract online, you must be a standard commercial Xerox service customer with your customer number and serial number handy. Online viewing of contracts is not currently available for federal, state, or local government agencies. You can also call our Customer Business Center at 1-888-771-5225 and we will be happy to assist you.